Since a relieving letter is used to release the employee of their duties from an organization, the HRs need to have a Relieving Letter Format. While it is ideal to draft personalized relieving letters for each employee, you may not have the time to do it, given the multiple responsibilities that you fulfil daily. That is why we are sharing a few of the most common relieving letter formats in this article.
What is a Relieving Letter?
A relieving letter is an official document in which the employer states that the employee who is leaving the company is relieved of their duties and responsibilities from the organization. It is issued when they leave their job or resign from their position.
It serves as proof of the employee’s termination or resignation and provides key details about their employment. The relieving letter proves that the employee has completed their tasks and services with their previous employer. Hence, they have to submit their relieving letter to the new employer while switching jobs.
Relieving Letter Format
After the resignation has been accepted, Employers have to write a relieving letter maintaining the following details.
1. Employee Information
The first thing you have to write is details of employee information. The employee information includes
- Full name of the employee
- Employee identification or staff number
- Job title or designation
- Department or division
- Dates of employment (start and end dates)
2. Employer/Organizational Information
Then You have to put the entire details of you such as
- Your company name
- Your company address
- Contact details (phone number, email)
3. Subject
The subject provides the purpose of writing the letter.
4. Dates of Employment
You have to mention the date of the employee’s employment so that you can specify the entire working tenure accurately. The Dates of employment include
- The date when the employee started working for the company
- The last working date, which marks the official end of employment (either due to resignation or termination)
5. Body of the letter
In this section, you can write the purpose of employee resignation. It includes the first day and last day of employment of the employee’s working tenure and the other details. It also includes the following details,
▸ Job Performance and Conduct
A brief statement about the employee’s performance during their tenure
Any specific achievements or contributions, if applicable
A statement regarding the employee’s conduct during employment
▸ Return of Company Property
Mention if the employee has returned all company-owned property, such as equipment, keys, access cards, or documents.
▸ No Objection
A statement indicating that the company has no objection to the employee seeking new employment or pursuing other opportunities.
▸ Clearance Status
Confirmation that the employee has cleared all dues, obligations, or responsibilities with the company, including financial matters, if applicable.
6. Formalities
During writing the body of the mail, it is essential to ensure the employees receive the full and final settlement after the entire process.
7. Signatures
The name and title of the person authorizing the letter (usually a senior manager, HR manager, or department head)
- Their signature
- Company seal or stamp (if applicable)
8. Contact Information
Contact details of the HR department or the person to whom future employers or organizations can reach out for verification if necessary.
Top Relieving Letter Formats
We are sharing some relieving letter sample & templates of relieving letters with you. You can have a look at these letters.
➔ Free Download Relieving letter template in Docs/PDF
➔ A Relieving Letter to Employee from Manager
[Your Company Letterhead]
Relieving Letter
[Company Logo]
[Company Name]
[Company Address]
[City, State, Pin]
[Date]
Dear [Employee’s Full Name],
We hereby acknowledge receipt of your resignation letter dated [Resignation Date], in which you requested to be relieved from your position as [Employee’s Designation] at [Company Name]. We are pleased to provide you with your relieving letter.
This is to inform you that you [Employee ID] will be relieved after careful consideration and necessary formalities.
You have successfully completed your tenure at [Company Name] as [Job Title] from [Joining Date] to [Last Working Date]. We appreciate your dedicated service and commitment during your time with us.
Sincerely,
[HR Manager’s Name]
[HR Manager’s Title]
[Contact Information]
➔ Relieving letter request mail to Manager from Employee
Dear [Manager’s Full Name],
I am writing a letter requesting you to send the relieving letter for my employment starting from [Joining Date] to [Last Working Date] as [Employee’s Designation] at [Company Name]. I have already sent the resignation letter dated [Resignation Date] to you for the same.
I am grateful for the opportunities and experiences I gained during my tenure. I am hopeful of getting the relieving letter, which would be invaluable as I move forward in my career.
If there is any strategy in the offboarding process please let me know. I look forward to hearing from you soon.
Thank you for your time and consideration.
Best Regards,
[Your Full Name]
[Your Employee ID]
[Your Contact Information]
➔ Sample of Relieving Letter to Vice President
[Your Company Letterhead]
[Date]
Dear [Employee’s Full Name],
Employee Designation
Subject, Relieving Letter
We acknowledge your resignation from the position of Vice President at [Company Name] from [Joining Date] to [Last Working Date]. This letter serves as a relieving letter of your resignation and the conclusion of your employment with our organization. We will just about to issue your relieving letter after careful consideration and necessary formalities.
We appreciate your excellent leadership, dedication, and long-term commitment to our company. We are thankful for the truly grateful contribution to our growth. We wish you an outstanding and successful journey ahead.
If you have any questions or require further information, please feel free to reach out to us. We look forward to facilitating a smooth transition during this period.
Thank you for your dedication and commitment to [Company Name], and we wish you the very best in your success.
Thank you for your time and consideration.
Best Regards,
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
[Contact Information]
➔ Sample of Relieving Letter to the Chartered Accountant (CA)
[Your Company Letterhead]
[Date]
Dear [Employee’s Full Name],
Employee Designation
Subject, Relieving Letter
This letter serves as formal confirmation of your resignation from your position as a Chartered Accountant (CA) at [Company Name], effective [Last Working Date]. We assure you providing the letter after careful consideration and necessary formalities.
We appreciate your outstanding journey as a CA with us. Your exemplary professionalism, diligence, and strong commitment to maintaining the highest standards of financial integrity and accountability are invaluable for our future growth.
If you have any questions or require further assistance during this transition, please do not hesitate to reach out to us. We wish you continued success and growth in your career.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Some More Tips, You must be headed on
Relieving letter is a document for employee future career building. Besides those top to-do things some more quick tips you must remember at the time of writing a relieving letter.
- The relieving letter denoted to the dedicated employee must be issued on the company letterhead only.
- Mention the full name of the dedicated employee instead of mentioning the first name only. It will be better if you write the name mentioned on the Government registered certificate like Adhaar card, PAN card or Driving licence, etc.
- Please start the letter by affirming that your company has accepted the resignation, provided by the dedicated employee.
- Keep the writing style simple and professional
- Try to make the letter compact, don’t write anything unnecessary in the relieving letter.
- Proofread the documents and content so that you can correct any typos or grammatical errors before sending it.
- hand over the letter with a positive smile and a word of encouragement.
Also Read:
Why is a Relieving Letter important?
Before knowing the importance of having relevant letters for higher studies or switching companies. It is essential to know the significance of having the relieving letter. When we submit the resignation letter to the higher authority to inform your decision, you must serve the notice period, set by the company.
During the notice period, you have to finish your provided task and responsibility and hand over the entire thing to the company. Only once you fulfill all the responsibilities, the organization issue the relieving letter for you.
So having a relieving letter means
- It acts as proof that you have completed all the assigned duties
- It shows that you are holding any kind of documents from your previous company.
- It shows that you have successfully handed over to a fellow person.
- It ensures your finalization of the current company.
Is a terminated employee eligible for a Relieving Letter?
Often we face some challenging queries like this one, whether a terminated employee is eligible for getting the relieving letter or not. It solely depends on various factors like the reason for termination, company policies, and legal requirements.
In some general cases, like seasonal employment, an employee gets a relieving letter along with a certificate. But in case of serious misconduct or policy violations, employers don’t get the relieving letter. Companies often provide spot termination as well.
It’s essential for both employers and terminated employees to consult employment contracts, company policies, and local labor laws to determine eligibility and understand their rights and responsibilities regarding relieving letters upon termination.
